Travel

History Department Travel Procedures

For All: Concur Travel and Expense

Setting up your account:

You should establish your traveler profile in the Concur system as soon as possible.  This is the basic information about you, your passport, your preferences, and so on which is used to book travel. You log in with your NetID here: travel.uconn.edu

  • When the system asks you (under Request Settings) for an account number to pay for travel, put in the KFS number for your department research account.  Ask Ted Burmeister for the number if you don’t have it.  This will be the default: charges made against this account can later be moved to other accounts, for instance funds from  AAUP/OVPR.  But since everyone has this KFS number this is the starting point.
  • Also: the system will ask you for a backup credit card. You are free to add that or not, though it might well be of help in booking items which funding sadly does not fully cover.

Booking and Completing Your Travel:

  1. Before anything else, make a travel request in Concur.  You don’t need to have approved funding from AAUP/OVPR , and you do not need exact figures– a simple estimate of some costs will do.  The request will then route to  Mark Healey or Ted, and they will approve.  Details of this are in the “Submitting a Travel Request” pdf above.
  2. If during the request you are notified by the system that a waiver is needed (required for some international travel), contact Ted Burmeister for assistance.
  3. Once the travel request is approved, proceed to book travel in Concur.  Details of this are in the “Booking in Concur” pdf above.
    1. To be reimbursed, the vendor bill must be in the traveler’s name. This means that the University will not reimburse any payments made to colleagues in an effort to cost-share, including for lodging. Please consult with  Ted about any plans to share hotel rooms or an airbnb before booking. The University will only reimburse the individual who incurred the cost.
    2. The university will only reimburse up to a total of a 20% gratuity (meals, taxis, ubers, etc.) For example, if the restaurant includes a 20% tip on the receipt, anything you tip on top of that would not be reimbursable. 
  4. While travelling, decide if you are going to request per diem or reimbursement for actual meal costs (it is recommended to accept per diem instead of using your travel card for meals to avoid paying overages)  It must be one or the other for the entire trip, not a mix. Once you use your travel card for a meal, you can NOT get per diem though you are still restricted to per diem spending limits for reimbursement!!
  5. Post trip, complete and submit your expense report.  First, generate the expense report FROM your approved travel request.
    1. Upload and save all of your receipts, including receipts for travel card usage.  (Please do not use the Concur App to upload your receipts).
    2. Please schedule a short meeting with Ted, if you have any questions while you are doing your expense report.  Most commonly with milage and lodging itemizations. It’s a good idea to ask Ted to check it, prior to submitting, especially on the first few that you do.
  6. Concur sends MANY automatic emails before and during the entire process. Do not completely ignore these, initiate your reports as soon as you are able!  If you are concerned, reach out to Ted and check in, do not reply directly to these emails.
  7. If you have any questions, please write to Ted rather than the general travel account.

    8. For Faculty: AAUP/ OVPR Travel Funding

    The system for requesting travel funds from AAUP/OVPR remains as before, and separate from Concur.  If you are doing travel which is eligible for AAUP/OVPR funding, request that first. Guidelines here: https://ovpr.uconn.edu/services/research-development/faculty-travel/

    Once it is awarded later on, you can enter the KFS number for your award into Concur so your travel spending is taken out of your award (you will need to type in the number one by one, rather than copy and pasting).   The form to request OVPR/AAUP travel funding is here: https://travelfunds.core.uconn.edu/